Deactivate a supplier

Deactivating unused or duplicate suppliers removes that supplier from dropdown menus and lists throughout your company. If your supplier isn't tied to any transactions or payments, you can delete the supplier.

  • Past transactions will still be tied to an inactive supplier record. You'll need to create reports and view the Supplier Aging report for both suppliers (the one you kept and the duplicate) as you can't merge this data.
  • Deactivating a supplier has no impact on 1099 reports. This means that any 1099 eligible transactions will be included in the 1099 reports and forms for the inactive supplier.
Comparison of one-time use vendors to inactive vendors
  One-time use supplier Inactive supplier

Purpose

Simplify your view of the Suppliers list to show only frequently used suppliers by default.

Make a supplier record unavailable for further transactions and payments.

Availability in Supplier lists and dropdowns

Available to select as a supplier.

Not available to select as a supplier.

As a result, you cannot do the following:

  • Create new transactions for the supplier.
  • Edit an existing transaction and change to this supplier.
  • Make payments to the supplier, because a payment request cannot be created for an inactive supplier.

Past transactions remain tied to the supplier record.

Supplier list display

Records designated as One-time use do not appear in the list by default. To view these records, select Filters at the top of the list and select Remove next to the One-time use filter to remove it.

Does not appear in the Suppliers list by default. When using a standard view, select Include one-time use to see these suppliers.

Records designated as Inactive do not appear in the list by default. To view these records, select Filters at the top of the list and select Remove next to the Status filter to remove it.

Does not appear by default. When using a standard view, select View inactive to see these suppliers.

Restrictions

None.

All outstanding payments to the supplier must be completed before you can deactivate the supplier.

Because you cannot pay existing AP purchase invoices after deactivation, resolve the AP purchase invoices accordingly before you deactivate.

Transactions for one-time use and inactive vendors are included in 1099 reports.

Set supplier status to inactive

Subscription Accounts Payable
User type Business
Permissions Suppliers: List, View, and Edit
  1. Go to Accounts Payable > All > Suppliers.
  2. Find the supplier you want to delete.

    If you're having trouble finding the supplier, filter the list by supplier name.

    If you are at the entity-level and see Not Owned in place of the delete checkbox, go to the top level to delete the supplier.

  3. Select Edit at the end of the row.

    To see the Edit option for a supplier, you need the following:

    • Access to the entity where the supplier was originally created.

      For example, if the supplier was created at the top-level, you need to slide into the top level to edit it. If you do not have access to that level, you cannot edit the supplier record.

    • Access to entities where the supplier is restricted.

      For example, say you are a restricted user with top-level access. If a top-level supplier is restricted to the West entity, and you do not have access to that entity, you cannot edit the supplier record at the top level.

    • Permission to edit suppliers.

  4. On the Supplier tab, change the Status for the supplier to Inactive.

  5. Select Save.

  1. Go to Accounts Payable > All > Suppliers.

  2. Find the supplier you want to delete.

    If you're having trouble finding the supplier, filter the list by supplier name.

    If you are at the entity-level and see Not Owned in place of the delete checkbox, go to the top level to delete the supplier.
  3. Select Edit next to the Supplier ID.
  4. On the Supplier tab, change the Status for the supplier to Inactive.
  5. Select Save.

View inactive suppliers

Subscription Accounts Payable
User type

Business

Employee

Project Manager

Warehouse
Permissions

Suppliers: List and View

  1. Go to Accounts Payable > All > Suppliers.

  2. Select Filters at the top of the list, and then do one of the following:
    • To view all vendors, including inactive, active, and active non-posting suppliers, select Remove next to the Status filter.
    • To view inactive suppliers only, change the Value to Inactive.
  3. Optional: Save your filter as a view by selecting Save as from the Manage view dropdown.

  • By default, suppliers designated as Inactive don't appear in the Supplier list. To view these suppliers, select Include inactive at the top of the Suppliers list page.

    The most common reason that you do not see this feature is that you're using a custom view.

    When you select a custom view, some options are hidden. Depending on the page you're on, the Include inactive, Include one-time use, Include private, and Display hierarchy options are not visible. For example, if you're viewing from a custom view, the Financial Reports list will not provide the Include inactive option.

    To see the options again, switch back to View All. See Custom views for more information.